Vanir Construction Management, Inc. has been exceeding client expectations for 35 years. Our progressive growth and quality of service has led Vanir to become consistently ranked among the top construction management firms in the nation by Engineering News-Record. As we continue growing into new areas and markets, our focus is to maintain a team of creative, ambitious, and visionary individuals.
Vanir is seeking an Asset / Move Coordinator to join the team in Los Angeles, California. This position will serve projects in the Education Sector.
In accordance with department established procedures, manages processes and databases for the purpose of tracking furniture and equipment procurement, relocations, purchase orders, and financial closeouts in support of the Relocation Project Management, Asset Management and Procurement teams.
Essential Duties & Responsibilities
- Support Manager of Move/Relocation Project Management (RPM) and Asset Management Teams with daily duties such as scheduling meetings, events and conference rooms; creating reports, meeting agendas, meeting minutes, memo and letters; calendar tracking; vendor correspondence; invoice tracking spreadsheets; special RPM projects; and other activities as required.
- Track absences for all RPM and Asset Management team staff, review daily and monthly labor logs for accuracy prior to supervisor review.
- Administer program database for tracking of the FF&E Purchase Order Requests and Financial Close-outs, and run and distribute special reports from database as required.
- Administer program database for all FF&E Master Agreements and maintain accurate information for all fields, such as, vendor name, contract number, contract description and details, vendor contact information, contract minimums and maximums, expiration dates, etc. Export data and reports for use by the RPM Team.
- Manage smart Excel combined template tool for the creation of Quote Cover Sheets, Purchase Order Requests, Packing Slips, and Financial Close Outs for RPM team.
- Provide research and analysis for FF&E and Move Services contracts, Board of Trustee action items, Purchase Orders, Task Orders, and invoices to ensure all expenditures are accurate and match in all related systems.
- Support RPM and Asset Management Team as required with daily inquiries and requests regarding FF&E purchase orders, invoices, financial close outs, surplus auctions, etc. Create and maintain schedules for the Relocation Project Coordinator who assists the RPMs at multiple colleges.
- Support Procurement group with weekly meeting agenda, meeting minutes, follow up on outstanding Procurement items for RPM team, research and track financial close outs, and other projects as required.
- Support Asset Management with asset surplus activities including communication with vendors.
- Support RPM Team with Accounting efforts and provide research on FF&E invoices, packing slips, and back-up documentation.
- Support Program Management Office functions and facility issues, working with day porter to maintain smooth operations. Submit work orders for needed repairs for appliances, furniture, building operations. Assist with office staff relocations, floor plan and signage updates.
Minimum Required Qualifications
- High School Diploma
- 5-10 years of experience in administrative capacity.
- Strong written and oral communication, organizational, and interpersonal skills.
- Strong administrative and analytical skill.
- Strong proofreading and editing skills. Attention to detail.
- Flexible to the changing environment and varying priorities.
- Proficiency Microsoft Office (Word, Excel, Visio) and related word processing, spreadsheet, and database software.
Preferred Qualifications
- 2-4 years of related experience in Move/Relocation Management, Furniture, Fixtures & Equipment Procurement, and/or Facilities Management related jobs.
- Proficiency in PMIS, Uii, and other relevant databases
- Public Works experience
- Bilingual in Spanish
If you’re interested in working for Vanir Construction Management, Inc., please visit our website to learn more and to apply online at www.vanir.com.
VEVRAA Federal Contractor
Request Priority Protected Veteran Referrals
EOE Minorities/Females/Protected Veterans/Disabled
Contact Email: careers@vanir.com
Persons with medical limitations may, with reasonable accommodations, be capable of performing the duties of this position. Such a determination must be made on an individual basis considering the person’s limitations, the requirements of the position, and the company’s ability to make reasonable accommodations to the person’s limitations.
We Participate in E-Verify
Pursuant to the Ban The Box Act/Fair Chance Initiative, we will consider for employment qualified applicants with arrest and conviction records.